1. Property Management Update for TIPS Presented by: Ivonne Bachar, Director, Property Mgmt. Office ibachar@stanford.edu 16 February 2011 1

2. Today’s Topics  New Pilot Furniture Reuse Program  Disposal of Copiers  Import/Export of Equipment  SPARC Non-barcoded item Excess Request Asset Custody Verification Tool 2

3. Furniture Reutilization Program  Pilot Program approved by CFO, initiated Sept. 2010  PMO working closely with Project Managers, Building Managers, Department Managers  Primary Objectives Maximize reutilization and re-purposing of furniture from major construction and renovation projects, or otherwise excess Maximize savings and/or cost avoidance for departments Increase incoming excess items to SPS  Summary activity as of January 2011 900+ units reutilized >$300,000 in cost avoidance for departments Program self sustaining 3

4. Furniture Reutilization Program  Points of Contact: Program questions  Stan Dunn; standunn@stanford.edustandunn@stanford.edu Scheduling offsite furniture viewing appointment  Maurice Brown; mbrown5@stanford.edumbrown5@stanford.edu 4

5. Data Security - Copiers Many questions received recently on copier data security, particularly regarding disposal  For Stanford-Owned copiers: Regular disposal process (Excess) goes through Surplus, and copiers will have drives removed and/or destroyed prior to leaving campus  For Leased copiers: Procurement has made arrangements with major vendors to certify data is destroyed when copier is returned at the end of the lease or upon trade-up 5

6. Imports / Exports  ANY time you are shipping equipment to or from another country, you must contact the Export Control Office, regardless of type of equipment or country being shipped to.  Includes loans, transfers, sales, or hand-carry by researchers (not purchases through procurement)  Contact Steve Eisner, Export Control Officer Steve.eisner@stanford.edu (http://export/) Steve.eisner@stanford.edu CC your PSR in every case (except routine laptop certifications) – PMO must be informed of international activity, please! 6 http://ora.stanford.edu/ora/pmo/contacts.asp

7. 7  SPARC is an application initiative sponsored by the Stanford University Property Management Office to provide a convenient, electronic portal for property administration processes.  This site serves as a portal for common property tasks and acts as a supplemental front-end for certain Sunflower activities, reducing administrative time and effort while enabling better tracking and reporting.

8. Excess Request Non-barcoded items Purpose and Benefits  Expand tools for DPAs  Facilitate disposal of excess items  PMO may grant access for DPA backups  FY10 Activity Sunflower Excess Requests – 8,365 SPARC – 11,841 8

9. Custodian Certification Project Purpose and Benefits  Improve Custodian-DPA Communications  Increase records accuracy  Additional focus on asset accountability  Facilitate and expedite inventory reconciliation  Concept an SU best practice (e.g. eCertification process) 9

10. Custodian Certification Project  Approved as performance goal for PMO by CFO  New online tool in SPARC for Custodians to self-certify their equipment  Concept Phase has begun  Focus Group being formed  Targeted to go live for FY12 10

11. Custodian Certification Project  General concept Online certification and management tool Similar in look & feel to “e-certification” tool Email communication links Ability for custodian to request transfers, disposals, other record updates Periodic certification process to be instituted Email notifications, alerts, escalations 11

12. JanFebMarAprMayJunJulAugSepOctNovDec Project Scope Data Cleanup Phase I - accountable asset records Design, Develop, Test Ongoing & Final Test Final Acceptance Data Conversion, Phase I Communications Training Data Cleanup - Phase II - Min PI Application Go-Live Data Conversion, Phase II Roll-out Custodian Certification Project General Timeline